Job Description

Hunton Andrews Kurth LLP, an international law firm, is actively recruiting a Legal Support Assistant for the firm’s Litigation team in its Houston, Texas office. This position provides general administrative support for legal teams, clients and the firm.

RESPONSIBILITIES AND ACCOUNTABILITIES

1. Provides general administrative support for legal teams and to attorneys including, but not limited to, time entry, timely processing of expenses, answering phones, organizing Inbox, maintaining calendars and contacts, utilizing Interaction where appropriate, reviewing and routing internal and external mail and managing client matter files and folders. Arranges appointments, coordinates meetings, reserves conference rooms, arranges for teleconferencing and equipment set-up and coordinates menu needs through caterers, coordinates travel arrangements; prepares and submits timely manual and electronic expense reimbursement and other payment requests; understands and follows firm policies and procedures, coding and approval requirements related to firm and client charges; anticipates needs and proactively seeks to avoid rush and emergency payment requests.
2. Complies with the firm’s Client File Maintenance policy for managing the client file for both electronic and hardcopy files. Ensures a central electronic file is maintained for each client matter and all hardcopy files are barcoded and labeled appropriately at the inception of and throughout the life of each client matter and. Ensures timely closing of files. Maintains and monitors workrooms to ensure files are in compliance with our Records policy.
3. Coordinates with attorneys to ensure client/matter electronic materials (emails, documents, etc.) are stored in iManage and not to Outlook folders, drives, etc. Communicates directly with assigned attorneys to determine if assistance is needed to file electronic material appropriately. As needed, provides appropriate level of administrative support to attorneys to manage electronic files (e.g. managing attorney’s Inbox, moving emails from Outlook folders to iManage, separating attachments and filing in appropriate files).
4. Ensures lawyer time is entered on a daily basis; reviews timekeeper diaries and enters time in iTimekeep; time entries must follow client guidelines, when client guidelines are absent, time entries must follow firm guidelines; reviews pre-bills to ensure entries are recorded to the correct matters.
5. Assists with client bill preparation by using narrative edit tool to make grammatical revisions (only) to prebills; drafts transmittal letters for client invoices as needed; provides updates to assigned Client Accounting Coordinator of any change in client contact information in a timely manner. Assists assigned Client Accounting Coordinator with collection efforts as needed.
6. Organizes, files and maintains correspondence, document and computer-based files and ensures that files are closed upon completion and sent to Records for storage in accordance with established policies.
7. Performs special projects as assigned.

QUALIFICATIONS

1. Education: High school diploma or equivalent required. College degree preferred.
2. Experience: Experience in a professional services office or other legal support experience preferred. Knowledge of Microsoft Office required.
3. Other Qualifications: Accurate typing, word processing skills and ability to pay strict attention to detail. Spelling, punctuation and use of grammar must be of high quality. Must have strong organizational skills, exercise initiative and exhibit exceptional verbal communication and listening skills. Ability to work well under pressure, patience, diplomacy, high stress tolerance, excellent interpersonal communication skills, ability to prioritize workload and adapt to changing conditions. Visual acuity needed for transcription, extensive reading and moderate or advanced keyboard usage. Ability to sit or stand for extended periods of time. Ability to receive and convey detailed information through both written and oral communications. Ability to lift, carry, reach, stoop or bend, at times repetitively, for tasks involving filing or movement of files/supplies weighing up to 5-10 pounds. Essential competency processes include language ability, reasoning and memory. This role requires in-office attendance in accordance with the policies set by your local office, team, and/or Firm. Ability to maintain flexibility regarding work assignments to work overtime on short notice required. Ability to work in a cooperative manner as a member of a team. To perform this job successfully, the incumbent must possess the abilities or aptitudes to proficiently perform each of the responsibilities and accountabilities described above, with or without reasonable accommodation.

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